Senior Supply Chain Officer

The Senior Supply Chain Officer supports and implements procurement planning, sourcing, tendering, contract administration, and supplier performance monitoring within the Shared Service Unit / Regional Office.

The role helps ensure that procurement activities are carried out efficiently, transparently, and in compliance with IRC policies, Global Supply Chain (GSC) standards, applicable donor regulations, and organizational requirements.

Key Responsibilities:

1. Supply chain planning and sourcing support

• Support the development and regular updating of procurement plans in collaboration with relevant departments and country offices.
• Support the preparation, implementation, and renewal of Master Purchase Agreements (MPAs) and Master Service Agreements (MSAs), including data gathering for supplier performance reviews.
• Contribute to sourcing approaches and help build effective supplier relationships to secure quality goods and services at competitive prices.
• Monitor supply markets, carry out market research and price analysis, and flag cost optimization opportunities and supply risks to the Regional Supply Chain Director.
• Help identify opportunities for regional demand consolidation and sourcing efficiencies.

2. Procurement

• Implement procurement plans to ensure requirements are fulfilled in a timely, transparent, and cost-effective manner, in compliance with IRC policies, GSC standards, and applicable donor requirements.
• Run procurement processes, including requests for quotations (RFQs), requests for proposals (RFPs), MPAs, and MSAs, in line with applicable policies, procedures, and delegated approval authorities.
• Support requesting departments in developing technical specifications, terms of reference, and scopes of work.
• Process approved purchase requisitions through designated procurement systems, including online BVA or Integra, as applicable, ensuring data accuracy and compliance.
• Prepare and issue tender documents, receive and open bids, and coordinate bid evaluations and supplier selection.
• Organize and take part in tender meetings and evaluation committees, ensuring transparency, fairness, and appropriate documentation.
• Prepare bid analyses, evaluation reports, and other procurement documents for review and approval by the Regional Supply Chain Director.
• Support supplier negotiations and ensure agreed terms and decisions are clearly documented.
• Apply IRC procurement standard operating procedures (SOPs) consistently and check procurement documentation, including documents required for payment, for accuracy and completeness.
• Update the Procurement Request Tracking System (PRTS) and other designated tools, and report bottlenecks to the Regional Supply Chain Director with suggested corrective actions.
• Maintain accurate procurement records and supplier files in line with established requirements.
• Maintain effective communication and coordination with internal stakeholders and external suppliers.
• Help keep local procurement guidance documents up to date and communicated to relevant staff.

3. Contract management

• Support contract management activities so that contractual obligations, performance standards, and IRC and GSC requirements are met.
• Prepare contracts and agreements for recommended suppliers, within delegated authority and in coordination with relevant stakeholders.
• Track contract expiry dates and alert the Regional Supply Chain Director in good time so renewals can be initiated.
• Monitor contract implementation against agreed deliverables, service levels, and performance indicators.
• Track contract utilization and flag underutilized or high-risk agreements, with suggestions for renewal, amendment, or other action.
• Ensure contract variations, extensions, and amendments are documented and submitted for the required review and approval.
• Raise supplier performance issues and contractual risks with the Regional Supply Chain Director and relevant stakeholders.

4. Supplier management

• Maintain complete and accurate supplier files and documentation in line with IRC procedures.
• Carry out supplier performance monitoring and ensure assessments are documented.
• Maintain and regularly update supplier performance scorecards.
• Identify supplier performance issues and follow up on agreed corrective actions.
• Maintain professional supplier relationships while ensuring transparency, fair competition, and appropriate professional boundaries.

5. Compliance and ethics

• Ensure procurement activities comply with IRC policies, GSC standards, applicable donor regulations, and established ethical and control requirements.
• Carry out supplier due diligence, including applicable anti-terrorism and compliance (ATC) checks, reference checks, supplier visits, and other required assessments.
• Provide guidance to requesting staff to promote compliance with procurement policies and procedures.
• Report procurement risks, irregularities, conflicts of interest, and potential fraud indicators through established channels.
• Apply segregation of duties, transparency, competition, and documentation requirements throughout procurement processes.
• Keep procurement records available and audit-ready for internal and external audits, and follow up on corrective action plans (CAPs) arising from audits.
• Promote ethical sourcing and adherence to relevant safeguarding and supplier conduct requirements, as applicable.

6. Reporting

• Keep procurement tracking tools and reports accurate, complete, and regularly updated.
• Prepare monthly procurement performance reports for the IRC Supply Chain reporting system.
• Track key procurement performance indicators, including procurement lead times, contract utilization, supplier performance, compliance, and process efficiency, as applicable.
• Identify procurement trends, risks, bottlenecks, and opportunities for improvement, and share recommendations with the Regional Supply Chain Director.
• Prepare additional reports and analyses as requested by the Regional Supply Chain Director.

Requirements:

• University degree or equivalent in Supply Chain Management, Logistics, Business Administration, or a related field.
• At least five years of relevant experience in procurement or supply chain operations, including procurement planning, sourcing, tendering, and contract administration.
• At least two years of experience working with an international non-governmental organization (INGO).
• Demonstrated experience in donor-funded procurement, supplier management, and compliance with procurement policies and procedures.
• Experience working in a regional, shared-service, or matrixed organizational structure is an advantage.
• Experience in humanitarian procurement and complex or emergency operating environments is desirable.

Skills:

• Solid knowledge of procurement planning, sourcing, market analysis, tendering, negotiation, and contract administration.
• Ability to identify cost optimization opportunities and apply value-for-money principles.
• Strong analytical, problem-solving, and sound judgment, with the ability to escalate issues appropriately.
• Good negotiation, communication, and stakeholder-management skills.
• Ability to interpret and apply procurement policies, donor requirements, and internal control procedures.
• Strong attention to detail, data accuracy, and procurement documentation.
• Ability to collaborate effectively across functions, cultures, and organizational levels.
• Ability to work effectively in a complex, matrixed environment and manage competing priorities.
• Commitment to ethical conduct, transparency, accountability, and continuous improvement.